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How Client Workflows Can Save Your Business

Hailey Dale
My Boyfriend is Not a Planner | Your Content Empire

HEY THERE!

I’m Hailey – content strategist and founder here at Your Content Empire where we help you create more profitable, purposeful and productive content — and hopefully enjoy yourself more while doing it too. Learn more about me here >>

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How Client Workflows Can Save Your Business

Running a business by myself while also juggling a full-time career and all of the other normal, day-to-day responsibilities would be impossible if I didn't have well-defined business systems and client workflows to rely on. Sure, there are times when the pressure of a looming deadline leads to brilliant work but I’d rather not have the stress. 

My boyfriend is not a planner – he believes that it takes away from the spontaneity of life. But I would argue that having systems in place to deal with the not-always-so-fun sides of running a business actually creates more time to do what you love and to actually live. I love that even with all I have going on, I still mostly make time to grab a drink with friends, try new recipes every Friday night, take my pup to the dog park at 8’oclock every night and take most of Sunday off to relax before a new week.

These things are very possible even with a 60+ hour work week between the business and my job and it's only when I start to slip on these systems that my personal life begin to slip as I frantically run around trying to catch up with everything. 

What kind of tasks should be systemized in my client workflows?

One of the best ways to get organized when you’re trying to run a business on a “time” budget is to create workflows for your most common tasks. There are so many things that you have to do when you’re running a business that it can often feel like there isn’t any time to get them all done – especially when you’re doing it all yourself. Most of the tasks can be packaged together so that they get done in the most efficient and organized way possible.

Some of the areas where workflow can help:

  • Client work (Essential for maintaining a high and consistent level of customer service!)
  • Marketing & Communications
  • Business Operations
  • Website Maintenance
  • Weekly schedule

One example is the client processes. If you have one type of service for clients, what are the stages that each client typically goes through? Having these mapped out and templates for emails and forms pre-drafted can save you hours upon hours each week.

My Boyfriend is Not a Planner | Your Content Empire

How to systemize client processes

What are the common tasks that you do for most clients that you work with? These are the perfect tasks to systemize because having them ready to go will save you hours of replicating the same work for different clients. Map out the experience of your customers. An additional benefit to doing this is that it will create a consistent level of quality that you then become associated with.

For example:

  1. A client sends you a message for more information.
  2. You answer question and schedule a consultation
  3. You have consultation appointment
  4. They decide to book a service or package with you
  5. You send them the initial start up emails, contract and accept payment
  6. First phase of project
  7. Second phase of project
  8. Etc.
  9. Final Review
  10. End of work and delivery to client
  11. Follow up process

For each of these stages, there are plenty of materials that you can have pre-done so you can just update and send. Below is a mini workbook to help you map out these processes and come up with a list of materials that you can pre-create them.

Another great tip is to create a sheet where you can look at all of your clients at once and see what stage of the process they are at. There are a ton of these workflow sheets and whiteboards that are designed for photography business on Etsy and Pinterest. I’ve created a worksheet that’s more general for service-based businesses. You’ll find it in the download below.

Your Next Step – A handy worksheet on this very topic!

Download the mini workbook here to map your own client workflow system

My Boyfriend is Not a Planner | Your Content Empire

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Your Content Empire - Client Workflow Planner
My Boyfriend is Not a Planner | Your Content Empire
My Boyfriend is Not a Planner | Your Content Empire
Hailey Dale
My Boyfriend is Not a Planner | Your Content Empire
How Client Workflows Can Save Your Business
My Boyfriend is Not a Planner | Your Content Empire
My Boyfriend is Not a Planner | Your Content Empire
The Content Post-It Method: 30 Days of Content With This Simple Daily Challenge
The Complete Content Audit Action Plan
The ChatGPT Survey System
What happens after the funnel purchase matters more...

The main goal of your funnel is to make a sale, right? But after you make that sale comes your biggest window of opportunity (my customer multiplication formula) and most people are majorly dropping the ball here ↓

They send the offer and then treat new customers like everyone else on their email list → when they should be treated like anyone but.

Those who do take advantage of this opportunity turn new customers into brand ambassadors, repeat purchases and referrals.

How does this relate back to touchpoints?

This comes back to building your funnel around touchpoints. Looking at data for 2025:

📊 Past customers only need 1–3 touches on average
📊 Warm inbound leads need 5–12 touches
📊 Cold prospects require 20–50 touches

Even though it takes WAY less touchpoints to upsell existing customers, most people hyper focus on bringing in new sales when focusing on your existing customers is a much better way to bring in repeat AND new sales.

What is the delight and invite funnel?

That’s where the delight and invite funnel comes in. It becomes your offer delivery sequence with more delight and invite opportunities woven in.

The main goals of this funnel:

🏆 Incorporate feedback loops to get ahead of challenges your customers experience + be first to hear about wins

🏆 Create assets and campaigns around customer results

🏆 Connect directly with new customers to let them know they’re seen and appreciated

🏆 Incentivize them to share the offer with their audiences and friends

🏆 Invite them to exclusive offers

Here’s the customer multiplication formula this funnel is built upon:

Delight x Invite = Turning Every Happy Client Into 2-3 More

This formula (and the strategies behind it) is one of the things I’m covering in an upcoming workshop about designing a funnel offer that’ll sell in 2025.

Want in? Comment WORKSHOP and I’ll send you the link to sign up for the free workshop on Mar 12th!
With any new tactic that comes on the online business scene, there’s a saturation point. When it first makes an appearance (think: micro-offers, paid workshops to upsells, or anything else that’s been viewed as a magic pill in marketing): 

🔄 Someone does it and gets amazing results

🔄 Raves about it

🔄 Starts teaching it

🔄 Other people starting doing it, raving about it, teaching it

🔄 And the returns start diminishing over time 

It’s the same song and dance we’ve been through (and will continue to go through) time and time again. 

It’s one of the reasons I build all of my marketing plans around timeless strategies with a side of timely tactics. 

One of those timeless strategies that has always worked: Connection. 

In a space obsessed with automation and making it easy, connection is one of those things that makes the biggest difference but that most people are not willing to do (because it takes effort). 

But there’s a big advantage in zigging while everyone else is zagging. And even though connection does take effort, there are ways to streamline it  so it not only takes less time but prioritizes the people most likely to become customers. 

This is one of the strategies I’ll be covering how to do in an upcoming workshop all about how to design a funnel that works in 2025.

Want in? Comment WORKSHOP and I’ll send you the link to sign up for the free workshop on Mar 12th!
🛑 Your funnel’s got traffic but no sales? Before you slash your prices or scrap everything... 

After auditing 100+ funnels, I can tell you it’s probably NOT what you think. I recently helped a photographer DOUBLE her rates by fixing just ONE of these issues 

Swipe to discover the 5 real reasons your offer isn’t selling (and exactly how to fix them) ➡️

PS - I just dropped a detailed video breaking down each reason + the exact action steps to fix them. Comment “FIXER” and I’ll send you the link!
Feel like your doing all the right things but your offer still isn’t selling the way it should?

I’ve audited hundreds of funnels, and there are usually 5 specific reasons why offers fail - and spoiler alert: it’s usually not what you think.

⬆️ And that’s the key...

Because the secret to fixing your sales is making sure you’re focused on the right problem. Otherwise, you’ll waste a lot of time fixing something that doesn’t need to be fixed.

So if your sales funnel is letting you down, comment FIXER for the link to my latest video where I’ll help you identify the real problem and how it to fix it.
Linear funnels are dying, but what’s replacing them is actually easier to implement 🔄

The truth is that most funnels need to evolve (I won’t say all because there are always exceptions to the rule but those are becoming less and less when it comes to funnels).

So if you’re still white knuckle gripping onto your A → B → C linear funnel, you’re likely going to see diminishing returns over time. Or it might even feel like your funnel just stopped working overnight. Or you might not be able to get a new funnel to ever work no matter what you do.

Here’s what’s replacing the standard linear funnel → the touchpoint funnel. Here’s an example of what that looks like:

✅ A hand-raiser freebie to identify, attract and validate leads
✅ A validated offer and messaging that taps into authentic urgency
✅ An automated “pulse” email sequence that shifts between at least 2 cycles of priming and inviting
✅ A lead scoring system to identify your most engaged people so you can layer on direct connect strategies on those most likely to become customers
✅ An omnichannel campaign to increase touchpoints across multiple platforms
✅ A customer multiplication system to turn every happy customer into 2-3 more

The key is to keep each of these elements simple while stacking them together to compound results.

This is what I’ll be covering how to do in an upcoming workshop all about how to design a funnel offer that’ll sell in 2025.

Want in? Comment WORKSHOP and I’ll send you the link to sign up for the free workshop on Mar 12th!
My Boyfriend is Not a Planner | Your Content Empire
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